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Before you start learning about the Out Of Of ce Assistant, take a few minutes to consider a few other issues that relate to managing e-mail when you re out of the of ce.
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First, the Out Of Of ce Assistant is a server-side component for Exchange Server. This means that you can use it to process mail sent to your Exchange Server account but not your Post Of ce Protocol 3 (POP3), Internet Message Access Protocol (IMAP), Hypertext Transfer Protocol (HTTP), or other e-mail accounts, unless those accounts deliver incoming messages to your Exchange Server Inbox. You can create rules to process your other accounts and simulate the function of the Out Of Of ce Assistant, but you must do this by creating custom rules. Second, because the Out Of Of ce Assistant functions as a server-side component, it processes your messages even when Outlook 2007 isn t running (a likely situation if you re scuba diving off the Great Barrier Reef for a couple of weeks). To process your other accounts with custom Out Of Of ce rules, Outlook 2007 must be running and checking your messages periodically. If you have a direct Internet connection, you can con gure the rules, con gure your send/receive groups to allow Outlook 2007 to periodically check messages for the non Exchange Server accounts, and leave Outlook 2007 running. If you have a dial-up connection to these accounts, you ll have to also con gure Outlook 2007 to dial when needed and disconnect after each send/receive operation.
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Be sure to con gure your dial-up connection to disconnect after a reasonable idle period, such as 15 minutes. Otherwise, if your Internet access is metered, you might come back from two weeks of sun and fun to nd that your dial-up connection has been connected continuously for the last two weeks. Most Internet service providers (ISPs) implement an idle cutoff, but any activity on the line can cause your dial-up connection to remain connected, so it s important to con gure the behavior from your side as well. Also be sure to con gure Outlook 2007 to disconnect after the send/receive operation is completed.
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If you use RPC-over-HTTP to connect to Exchange Server, Outlook 2007 will keep the connection alive. If you will be away from your computer for a while, close Outlook 2007 to prevent this.
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The features available in the Out Of Of ce Assistant depend on the version of Exchange Server that your account resides on. In Exchange Server 2003 and earlier, you turn on the Out Of Of ce Assistant, and as soon as you do, Exchange Server responds to received messages by replying with your speci ed Out Of Of ce reply.
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Another difference in Exchange Server 2007 is the capability to specify different behavior for external and internal Out Of Of ce messages. For example, you might want to offer more information in the Out Of Of ce message you send to coworkers, such as who will be handling issues while you are gone, but omit that information from replies sent to people outside your organization. You or your Exchange Server administrator can control how replies are sent to speci c external domains. For example, your organization might want to allow Out Of Of ce replies to go to business partners in speci c companies but not to other senders or speci c domains, such as Microsoft Hotmail , Yahoo!, and so on. The Exchange Server 2007 Out Of Of ce Assistant can also be con gured not to send replies to junk mail. Plus you can now use fonts, colors, and formatting in your replies.
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